Missouri 504 Evaluation Report Form Instructions and User Guide

Transcription

1 Missouri 504 Evaluation Report Form Instructions and User Guide SunGard Public Sector Inc. All rights reserved. No part of this publication may be reproduced without the prior written permission of SunGard Public Sector Inc., with the exception of copies made for your internal use. SunGard, the SunGard logo, PLUS 360, eschoolplus, IEPPLUS, PerformancePLUS, efinanceplus, and BusinessPLUS are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders SunGard Public Sector Inc. All Rights Reserved. Page 1 of 12

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 FORM NAVIGATION/TOOL BAR... 4 FIELD MAPPING EVALUATION REPORT... 6 VALIDATION RULES... 9 SECURITY CODE TABLE SETUP REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 12

3 OVERVIEW The purpose of this form is to document the 504 Evaluation process. The information accumulated in this form is the basis for the District s determination of eligibility for services for this student. A 504 Evaluation Report is completed for each student who will be considered for 504 Services under ADA guidelines. FORM INSTRUCTIONS FORM CREATION The form creation process is as follows: STEP 1: SELECT A STUDENT 1. Click Student Management > Manage an Existing Student. 2. Use the Search window to find the student based on either, Last Name, First Name or Student ID. 3. Click Search. Then click the appropriate Name to select a student. STEP 2: SELECT/CREATE A FORM 1. Once a student has been selected, the student s Name, ID, Birth date and Age will display. The Forms that can be created for a student will be listed in the student navigation panel located on the left side of the screen. The section with the 504 forms is illustrated in the screenshot below. 2. Click on the 504 Evaluation Report link. 3. Clicking on this link will open the 504 Evaluation Report Summary screen, listing any prior forms created for the student. The most recent form will display at the top of the list. To review an existing form, click on the applicable form/date link. To create a new 504 Evaluation Report, click on the New icon SunGard Public Sector Inc. All Rights Reserved. Page 3 of 12

4 4. After clicking on the NEW icon, a screen similar to the above will display. Select a Letterhead from the drop down list. The Letterhead determines the district info (name, address, etc.). This defaults to the Letterhead selected in System/User options, however, the user may select a different Letterhead if desired. 5. If using an existing 504 meeting, select the meeting from the drop down list. If creating a new 504 meeting, click the Create a Meeting radio button, enter the meeting date in mm/dd/yyyy format, or click the calendar button to select a date. 6. If using an existing referral, select it from the drop down list. If creating a new Referral, click the Create a Referral radio button, enter the referral date in mm/dd/yyyy format, and select a referral type. 7. Select a 504 Review of Existing Data form to attach to the form being created. 8. When finished with all of the above selections, click the Create Form link. Please note The Letterhead, Referral and Meeting fields are not required when creating the form. The user may select these items after creating the form. See Maintenance > Form Information in the next section for additional details. FORM NAVIGATION/TOOL BAR Once the 504 Evaluation Report Form has been created, the form will open displaying the first page. A tool bar will display on the left side of the screen, divided into the following areas: 1. Sections There is a separate link for each section of the form. Click on any link to move to that section. 2. Maintenance These options will maintain Form Information such as: Form Name, Form Date Range, Letterhead, Meeting, and Referral. Refresh and Delete functionality is available depending on user security SunGard Public Sector Inc. All Rights Reserved. Page 4 of 12

5 3. Validation These options will change the status (e.g. Locked, Ready for Review, Finalized) or validate the form. The validation option will check to see if all necessary information has been entered and display messages relating to any errors found (see Validation section herein for more information). 4. File Attachments Click the plus icon (+) to add an attachment. Click the minus icon to delete an attachment. 5. Archives Archives are permanent PDF copies of the form. Click Finalize in the Validation section to create an Archived copy. The form should be finalized and archived only after it has been fully completed and a copy has been sent home to the student s parents or guardians. The following options will display at the top of the form (see screenshot below). Save Information from each section should be saved before moving to another section. Return Click the Return icon to return to the Form Summary screen. Print Preview Print Preview will display the form in Adobe Acrobat. Mouse over the bottom of the form preview to see the toolbar illustrated below. Select the Print icon or click the Save icon to save a copy of the form to your computer. The plus (+) icon will enlarge the preview for ease of viewing SunGard Public Sector Inc. All Rights Reserved. Page 5 of 12

6 FIELD MAPPING This section provides data source and destination information, where applicable, for all fields on the form. If source or destination data is missing or incorrect, follow the navigation indicated in this section to add or correct the data. Also included is a description of necessary Alternate Codes, if required. To add, edit or lookup a code, navigate to Maintenance > Manage Code Tables. Select the name of the table from the drop down list. Then click the Show Alternate Codes link at the top of the screen to see the applicable codes (see section on Code Table Setup for more information). 504 EVALUATION REPORT SunGard Public Sector Inc. All Rights Reserved. Page 6 of 12

7 IEPPLUS Missouri 504 Evaluation Report 1 Logo and Letterhead Maintenance, Manage Letterhead, System or User Default. Selection also available in Form Information. Logo stored on the web server: Webfiles > Images > Client Images > clientlogo.jpg 2 Student Information SunGard Public Sector Inc. All Rights Reserved. Page 7 of 12

8 a) Student Name Student, Demographics Name: First, Middle, Last, Qualifier b) Birthdate Student, Demographics, DOB Student c) Student Number Student, Demographics, Student ID d) School Enrollment Location. Displays the location from current Enrollment record as of the Meeting Date. e) Grade Enrollment Grade. Displays the grade from current Enrollment record as of the Meeting Date. f) Evaluation Date Defaults to the meeting date selected in Form Information or when creating the form. Creates or updates the appropriate Important Date after form finalization. g) Projected Evaluation User entered field, calculated from the Evaluation Date plus 3 years minus one Date day. Creates or updates the appropriate Important Date after form finalization. h) Case Manager Student, Program, Placement, Staff, Staff Position = 504 Case Manager as of the meeting date. 3 Parent Information a) Parent/Guardian/ b) Surrogate c) Communications Basic Information > Guardians/Contacts where Type = Parent/ Guardian or Surrogate Parent, and does not have the Do not send mail option selected. Displays the First, Middle, Last, and Qualifier (ex: John J. Jones, Jr.), and the communication info (home phone, , fax, etc.). 4 Referral Information a) Referral Date Student > Educational Information > Referral linked in Form Information or when creating the form. b) Permission Received User entered field reflecting the date permission to conduct an evaluation was received from the parent. c) Referral Type Drop down list used to select referral type (ex. Section 504 Initial Referral). Item in the drop down will display based on Referral Code Table with Alternate Code Description = 504. d) Source Type Drop down list used to select source type (ex. Parent). Items in the drop down will display based on Referral Source Type Code Table. e) Add Reasons Clicking on the Add Reasons button will expand the section, including a drop down list used to select the referral reason and a text box used to record the reason priority. Items in the drop down will display based on the Referral Reason Code Table. 5 Add Disability Clicking on the Add Disability button will open a pop-up box used to enter disability information: Start Date will default based on the form. Disability will default based on Alternate Code Description = 504 in the Disability Code Table. Eligibility Questions 6 Mental or Physical Impairment Yes / No Check boxes. With associated multiline text box 7 Impairments Episodic or Yes / No Check boxes. With associated multiline text box in remission 8 Impairments Responsive Yes / No Check boxes. With associated multiline text box to Mitigating Measures 9 Major Life Activities Yes / No check boxes. With associated check boxes used to indicate the activities that are limited due to the student s condition. Allows multiple selections. 10 Major Bodily Functions Check boxes used to indicate the bodily functions that are limited due to the student s condition. Allow multiple selections. 11 Cultural, Economic or Yes / No check box. With associated multiline text box. Environmental Factors 12 Educational Concerns Yes / No check box. With associated multiline text box. 13 Summary of Evaluation Multiline text box used to summarize the evaluation data SunGard Public Sector Inc. All Rights Reserved. Page 8 of 12

9 Data 14 Eligibility Determination Two mutually exclusive check boxes: eligible / not eligible. The first has a single line text box used to describe the student s impairment. 15 Name, Role, Method of Participation, Required to Attend Use Meeting Control. Configure to show the following roles as required members even if no participant has been selected. (Parent) Implementation should match what is on the existing Invitation Letter. 16 Add Meeting Attendee The Add Meeting Attendee button opens a text box similar to the screenshot below. The user can type in a staff name, which then searches the staff table. Selecting a name will auto-fill both the staff name and position. Clicking on the second check box located beneath the name search field, will open the section where the user can add any name not found in the staff table. The default attendees include the student s contacts with type = parent / guardian and the student. Use the applicable check box and Attendance drop down to invite the attendee and record their attendance. If the Invited check box is not marked, the individual is not listed as an attendee in the printout. 17 Method of Delivery Single-line text box used to indicate how the 504 Evaluation Report was delivered to the parent. 18 Responsible Staff Single-line text box used to indicate who delivered the 504 Evaluation Report to the parent. Page Footer This text belongs at the bottom of each page 504 Evaluation Report (08/2014) VALIDATION RULES Error Message Error Description Warning / Error Rule # Missing Meeting Missing Date of Next Evaluation Select a meeting from the form information screen to link it to this 504 Evaluation Report Add the Date of Next Evaluation to the 504 Evaluation Report Error Error Missing Reason for Referral Add reason for referral Error Missing Mental or Physical Impairment Fill out Mental or Physical Impairment Error Missing Episodic or Remission Impairments Fill out Impairments Episodic or in Remission Error SunGard Public Sector Inc. All Rights Reserved. Page 9 of 12

10 Missing Impairments Mitigating Measures Fill out Mitigating Measures Error Missing Substantial Limits Fill out Impairment Factors Error Missing Summary of Evaluation Add Summary of Evaluation Error Missing required staffing participants Missing method of participation for participants Add/edit missing required names for Parent, General Ed Teacher, LEA, Special Ed Teacher or Interpreter Add method of participation for all required Eligibility Staffing Participants Error Error Missing 504 Case Manager Add 504 Case Manager Error Missing Provided to Name/Method of Delivery Add 504 Evaluation Report Provided to Parent By and Method of Delivery Error Missing Provided to Parent Date Add Provided to Parent Date Error Missing Major Life Activities Missing Major Life Activities Error SECURITY To grant a group or user permissions for the 504 Evaluation Report, navigate to Security > Manage Groups > Permissions, or Security > Manage Users > Permissions, then check on the applicable permissions check boxes. Click the Save button when finished assigning the security permissions for the Group/User. Permissions for this form are defined in the table below. Permission Checked On Not Checked On Links providing access to existing forms (or View archives) active. User will have the ability to access Links providing access to the form inactive. existing forms (or archives) but cannot change any User will not have the ability to view the form. data. Add Edit Delete User will have the ability to create new forms. User will have the ability to change any field in an existing form. Edit permissions can be set for individual sections or the entire FORM. User will have active Delete link in the form tool bar providing the ability to delete a form. User will not have the ability to create new forms. Entire FORM - User will not have the ability to change any field in an existing form. All fields read only. Section User will not have the ability to edit the section (all fields within section read only). Delete link in form tool bar inactive. User will not have the ability to delete a form SunGard Public Sector Inc. All Rights Reserved. Page 10 of 12

11 Lock Unlock Finalize Revise Refresh Reset Dates User will have active Lock link in the form tool bar providing the ability to lock a form. User will have active Unlock link in the form tool bar providing the ability to lock a form. User will have active Finalize link in the form tool bar providing the ability to finalize and create an archive copy of a form. User will have active Revise link providing the ability to unlock and amend a form. User will have active Refresh link in the form tool bar providing the ability to refresh/update a form with all the latest information. User will have active Reset Date links in the Form Information section accessible through the form tool bar. IEPPLUS: MO 504 Evaluation Report Lock link in the form tool bar inactive. User will not have the ability to lock a form. Unlock link in the form tool bar inactive. User will not have the ability to unlock a form. Finalize link in the form tool bar inactive. User will not have the ability to finalize and create an archive copy of a form. No revise link available. Refresh link in form tool bar inactive. User will not have the ability to refresh a form. Reset Date links in Form Information inactive. CODE TABLE SETUP Navigate to Maintenance > Manage Code Tables. Select the name of the table from the drop-down list (ex: Extension Reason ): To add a code, choose New from the top menu. Enter the Code in the Description field, click on Update, and then the Save button. To add or edit an Alternate Code, first click Show Alternate Codes at the top of the page. Then click Edit on the applicable Code record to open the record for changes SunGard Public Sector Inc. All Rights Reserved. Page 11 of 12

12 Once the record is open, click the appropriate link to add a new Alt Code or Edit an existing one. Clicking delete will remove an existing Alternate Code. When finished with the changes, click Update, and then click the Save icon. REVISION HISTORY 08/02/2016 Removed LEA, Special Education and General education Teacher from meeting attendees area 03/09/2016 Validation Rules added. 01/21/2016 Initial document creation SunGard Public Sector Inc. All Rights Reserved. Page 12 of 12